Event Assistant

Job Locations US-MD-Rockville
Job ID
Regular Full-Time


Bethesda Softworks is looking for an energetic self-starter to provide administrative support to the events department.  This position is a unique opportunity for a talented, professional, motivated and extremely organized candidate to work closely with Bethesda’s marketing and events team. The ideal candidate will be detail-oriented and self-motivated. You should have strong communication skills, a professional demeanor and the ability to handle confidential information. You should be a creative problem solver, extremely well-organized, take ownership of the tasks at hand, calm under pressure, and capable of multi-tasking. You will also be someone who enjoys being a team player and can interact and work well with staff and management of all levels.



  • Responsible for general administrative duties including scanning, photocopying, filing, mailing, and data-entry
  • Submit and track purchase requests, vendor agreements and invoiced, and maintain event budget documents
  • Prepare expense reports and keep track of receipts and expenses
  • Coordinate numerous schedules and handle scheduling of meetings and calls for events
  • Prepare agenda and take notes for all event related calls and meetings
  • Sort and distribute incoming mail and prepare outgoing mail including FedEx and UPS packages
  • Assist with special projects and other general office tasks as needed 

Event Management

  • Manage task lists, milestone schedules, and accurate guest lists for multiple events at once
  • Prepare RFPs and perform extensive research on venues, hotels, restaurants, caterers, and other vendors per event
  • Coordinate event logistics, book event space, arrange food and beverage, order supplies, equipment and signage, and ensure appropriate decor to meet quality and brand expectations
  • Assist with ensuring event compliance with insurance, legal, health, safety and building obligations
  • Assist with booking team travel, creating travel manifests and ensuring accuracy of hotel room blocks
  • Create social media copy, newsletters, promotional materials as needed
  • Prepare post-show internal reports, which will include quantitative results as well as qualitative feedback


  • Prior experience in marketing/communications and/or events/tradeshows and/or catering and hospitality field
  • Extremely proficient in Microsoft Excel, PowerPoint, Outlook as well as other cloud-based technologies
  • Extremely organized and strong attention to detail and desire for accuracy while balancing multiple projects at any given time
  • Strong time management and critical thinking skills with the ability to work effectively in a fast-paced environment
  • Resourceful self-starter with a willingness and ability to take initiative, tackle tasks quickly and independently
  • Strong written and verbal communication skills with the ability to work effectively with various internal teams, external vendors, and event volunteers
  • Able to develop and implement organizational systems and office procedures
  • Desire to expand skill set and knowledge for both events, business growth & professional development
  • Enthusiasm for events – all types and all sizes – with a passion for event/meeting planning, organization and project management
  • Willingness to get your hands dirty. All team members participate in every facet of our events: set-up, execution, and evaluation. No task is too large or too small for the right candidate.



  • Ability to travel as needed to perform job duties
  • Must be able to work weekends and nights, periodically and in accordance with event needs

Preferred Skills

  • At least 1-2 years of professional office or related experience preferred
  • Possess some form of marketing, graphic design and/or digital asset management background
  • Prior experience using Oracle
  • Prior experience using Photoshop, Illustrator or any aspects of Adobe suite
  • Demonstrable experience in communicating and working with suppliers, contractors, employees, and others to craft flawless, successful, fun events


Sorry the Share function is not working properly at this moment. Please refresh the page and try again later.
Share on your newsfeed